EXPENSE Training Guide Quick Start Guide www.chromeriver.com Chrome River EXPENSE: Quick-Start Guide Table of Contents Chrome River EXPENSE: Quick-Start Guide .................................................................. 2 Launching and Logging in to the Chrome River Application .................................... 2 First Log In ..................................................................................................................... 2 Regular Log In ................................................................................................................ 2 Creating your Profile……………………………………………………………………….….3 Adding Email Accounts………………………………………………………………………..3 Creating a New Expense Report.................................................................................. 3 Attaching Receipt Images ............................................................................................ 5 Upload PDF Receipts ..................................................................................................... 5 Email Memo Receipts .................................................................................................... 5 Email or Fax PDF Receipts With Cover Page ............................................................... 7 Submitting a Report ..................................................................................................... 7 Policy Compliance Warnings & Violations ..................................................................... 7 Report Tracking ............................................................................................................ 8 Inquiry Reports ............................................................................................................. 8 Expense Approval ........................................................................................................ 9 Approve Online............................................................................................................... 9 Approve or Return by Email ......................................................................................... 10 Chrome River Technologies █ 1.888.781.0088 █ [email protected] █ www.chromeriver.com pg. 1 Chrome River EXPENSE: Quick-Start Guide Chrome River EXPENSE: Quick-Start Guide This guide will give you the basics needed to hit the ground running with Chrome River EXPENSE. Detailed user guides are available in the Chrome River Help Center, accessible via the “Help” link in the upper right-hand corner of the application. Launching and Logging in to the Chrome River Application Launch the Chrome River application from any web browser at https://app.chromeriver.com/login. (Use this same website from your mobile phone or tablet) You must disable pop-up blockers for www.chromeriver.com in order to view and print PDF reports. Click the links below to access instructions for the most common web browsers. Internet Explorer (Internet Explorer 8 or newer is recommended) Firefox Chrome Safari FIRST LOG IN Complete system setup by allowing local storage. Click NEXT on the System Setup screen. Click ALLOW on the Adobe Flash Player Settings screen. Complete the Login Screen: User ID: Your eAYSO email user name Password: Password for eAYSO Company ID: www.AYSO.org REGULAR LOG IN Complete the Login Screen: Chrome River Technologies █ User ID: Your eAYSO email user name Password: Password for eAYSO Company ID: www.AYSO.org 1.888.781.0088 █ [email protected] █ www.chromeriver.com pg. 2 Chrome River EXPENSE: Quick-Start Guide Creating your profile: The Chrome River system will issue your expense reimbursement by direct deposit to your bank account. Before you can submit your first expense reimbursement, you must enter your bank account information. From the top right menu bar, select Options/Bank Account A screen will appear and require you to complete the following banking information and select save. Account Description Name on Account Bank Code – Routing Number Bank Account Number Bank Name Account Type Adding Email Accounts: In order to email receipts directly to your Chrome River profile, you may need to add an email that is different from your login email. To do this, from the same Options dropdown, select “Preferences”. A new window will pop up and in the “Alternate Email Addresses for Expense Memo” section, you may add up to three new email addresses for Chrome River to recognize. Creating a New Expense Report A new expense report can be created for each event, or events can be combined into a single report. Chrome River Technologies █ 1.888.781.0088 █ [email protected] █ www.chromeriver.com pg. 3 Chrome River EXPENSE: Quick-Start Guide 1. 2. 3. From the Home Dashboard or the Expense Dashboard, click the NEW EXPENSE REPORT button located on the right on the My Dashboard blue bar. The Expense Entry Screen will appear. a. The Expense Header section stores all the basic information that applies to every expense listed on the report. i. Expense Owner ii. Report Name iii. Pay Me In For your first expense item, click on the appropriate expense-type button on the Add Expense menu bar and complete the fields in the expense entry window that pops up. If there is an arrow on the button, clicking it will reveal a submenu of categories within that expense type. There are three basic types of expense entries. a. Standard Expense Entry: This is the basic format for the majority of expenses, including airfare, travel and supplies. The screen will prompt you for such information as date, amount, business purpose and vendor. b. Guest Expense Entry: Certain expense types contain an additional section at the bottom where you can identify internal and/or external guests. Note: The expense owner is automatically added to the list however can be removed if you did not attend the meal or event. c. 4. 5. 6. Hotel Expense Entry: This screen provides wizard-style functionality to allow you to itemize a hotel bill into its various expense types and reconcile the total hotel bill with the detailed entries. In the preview pane on the right side of the screen, you can see a summary of the expenses you have added and add notes, receipts and items to your expense report. After the expenses have been added to the report and all receipts have been uploaded, click SUBMIT if you are done or click SAVE/CLOSE to be taken back to the Expense Dashboard. Before submitting, verify that the receipts are attached by selecting the “Receipts” Tab first to be sure that all necessary receipts are included. If the necessary receipts are not there, please reference the next section, “Attaching Receipt Images” Chrome River Technologies █ 1.888.781.0088 █ [email protected] █ www.chromeriver.com pg. 4 Chrome River EXPENSE: Quick-Start Guide Attaching Receipt Images Receipt images may be uploaded as a PDF, emailed or faxed to be immediately attached to your expense report. UPLOAD PDF RECEIPTS If you choose to upload PDF receipts, the maximum size for a single upload is 5 MB, and the combined size of all the PDFs uploaded must be 100 MB or less. 1. From Within the Expense Report: On the Expense Entry Screen, click on the RECEIPTS tab. Click on UPLOAD IMAGES to attach your PDF file(s). Make sure you select the correct option of either adding to your receipts or replacing all reciepts with the new file upload. EMAIL MEMO RECEIPTS Chrome River’s Email Memo feature allows you to use your smartphone to create new expense items—with or without images—for later attachment to an expense report online. Receipts submitted this way must be JPGs of less than 5 MB. 1. 2. 3. 4. 5. 6. 7. 8. Use your phone to take a photo of the receipt. Draft a new message containing the following information. a. To: [email protected] b. From: [email protected] c. Subject: xx.xx [dollar amount] d. Body: For [x] business purpose The "From" email address must be the one associated with your account in Chrome River EXPENSE online. The Subject should be the amount of the expense with no symbols—the corresponding currency code is optional. If you neglect to put the expense amount in the Subject line, the amount will be 0.00 when the expense appears in Chrome River online. The body should contain the business purpose of the expense. Attach the receipt photo. Send the message to [email protected]. Once it is received, you will be able to view and attach the email memo in the Offline folder on the Items tab of the Expense Entry Screen when creating a new report or editing an existing one. Chrome River Technologies █ 1.888.781.0088 █ [email protected] █ www.chromeriver.com pg. 5 Chrome River EXPENSE: Quick-Start Guide 9. You will notice with the 2 sample mobile expenses from the picture that the 2nd expense has a “>> Receipt ” option on the right, while the 1st expense does not. The receipt option indicates that an attachment was included with the original email. 10. Always select the “>> Receipt“ option to verify that an image is there. If there is no image, you can upload it online using a PDF, or you can delete the mobile expense and try emailing it again. 11. Once you are ready to add the mobile expense to your report, you can click and drag it to the left, or you can click the green “+” from the left side of the mobile expense box 12. Upon adding the expense, you will be shown a Confirmation box that presents 2 options: a. If you are attaching a receipt image AND an expense line item, select the default option “Create Expense Item(s) AND Add Receipt Image(s) For All Selected Items”. By choosing this option, the expense line item will show up in your report, and the attached image will also be added to your report. This is the most commonly used option. b. If you are ONLY attaching a receipt and not a line item, select the second option of “Add Receipt Image(s) Only for all Selected Items”. You would use this option if the expense line item is already in your report and you just want to add the receipt image. Chrome River Technologies █ 1.888.781.0088 █ [email protected] █ www.chromeriver.com pg. 6 Chrome River EXPENSE: Quick-Start Guide EMAIL OR FAX PDF RECEIPTS WITH COVER PAGE Attaching receipt images by fax or email allows you to bypass the file-size limitation on images uploaded through the application. It is also the only way to submit images as TIFF files. Note that images must be grayscale, with a preferred resolution of 200 dpi, 300 dpi, or 150 dpi (in that order). Only PDFs and TIFFs can be accepted. 1. From the Expense Entry Screen a. Click PDF REPORT in the lower right hand corner of the screen and select COVER PAGE. This will generate a cover page with a unique expense ID barcode. b. Print the cover page and place it in front of the receipt(s) you wish to submit. c. Send the stacked cover page and receipt(s) to Chrome River by fax or by scanning and emailing them. i. Fax number: 214-540-1162 ii. Email address: [email protected] d. You will receive an email confirmation message if the submission is successful or a detailed error message if it fails. From My Unsubmitted Expenses or My Recently Submitted Expenses a. Highlight the draft expense report to which you would like to attach receipts. Click PDF REPORT in the navigation bar. b. Select COVER PAGE to generate a cover page with a unique expense ID barcode. c. Follow Steps b through d, above. 2. Submitting a Report Before submitting a reimbursement, always select the “Receipts” Tab to verify that all necessary receipts are attached. Once you have verified your receipts are attached, click SUBMIT in the lower right-hand corner of the Expense Entry Screen. To submit the expense report from the My Unsubmitted Expenses Grid, highlight it in the grid on the Expense Dashboard. Click SUBMIT in the navigation bar. After you click SUBMIT, you will be prompted to certify that the expenses are correct and for legitimate business purposes. Clicking SUBMIT again will send the report to the first step in the approval routing process. Clicking PRE-APPROVAL will let you enter details of an expense you plan to incur, including the dates, business purpose, cost center and estimated expenses. POLICY COMPLIANCE WARNINGS & VIOLATIONS A breach of policy will trigger a warning or violation message when you click SUBMIT. A compliance warning indicates that additional information is required before the expense can be submitted for approval and processing. Click on the red warning symbol and either modify the data or enter a reply. Then click SAVE to proceed. Chrome River Technologies █ 1.888.781.0088 █ [email protected] █ www.chromeriver.com pg. 7 Chrome River EXPENSE: Quick-Start Guide A compliance violation indicates that the expense cannot be submitted for approval and payment based on the company’s policies as defined in the system. Click CANCEL on the Submit screen, make any required changes, and select SAVE/CLOSE or SUBMIT again. Report Tracking Once the expense report has been submitted, it will appear in the My Recently Submitted Expenses grid. From here, you can track its progress through the approval routing process by highlighting the report and clicking TRACKING. The tracking screen displays such details as the assigned approver(s), the routing status, and the approval status. You can sort the list of tracked expenses using the following views: Show Current: Displays which approver(s) has the report now Show Projected: Displays which approver(s) will have the report next Show All: Displays the entire routing path Inquiry Reports The Inquiry Dashboard allows you to create reports and perform quick inquiries on all your activity by category: expense reports, expense items, delegates, calendar, credit card items, firm-paid items, approvals and paid expenses. 1. 2. 3. 4. Click on INQUIRY from any Dashboard. Under the Reports tab, select the report you would like to generate. Click the RUN REPORT button. An arrow to the left of the report name indicates that the report results can be grouped. Click the CRITERIA tab to pull up the grouping options. a. Check the box next to the group(s) you want in the order in which you want the results grouped. For example, if you want the results grouped by Status first, then by Creator, click the Status checkbox first. Chrome River Technologies █ 1.888.781.0088 █ [email protected] █ www.chromeriver.com pg. 8 Chrome River EXPENSE: Quick-Start Guide Expense Approval If you are part of the approval process, Chrome River EXPENSE makes this very important task easy by allowing you to approve expenses online or by email. APPROVE ONLINE 1. Log into Chrome River EXPENSE and navigate to the Approval Dashboard. 2. The Expense Tab shows a synopsis of each expense that needs approval. Highlight an expense in the grid and click OPEN to review it. 3. The Expense Approval Screen lists each line item that requires your approval on the left and provides expense details, notes and receipt images on the right. 4. You can review, adjust, accept or return each line item individually by highlighting it in the list. a. Clicking ACCEPT will send the expense to the next step in the approval process once you click SUBMIT. b. Clicking ADJUST will open the expense item so that you can change the approved amount, business purpose, and/or cost center. You may also add a note. c. Clicking RETURN will send the expense item back to the expense owner. Chrome River Technologies █ 1.888.781.0088 █ [email protected] █ www.chromeriver.com pg. 9 Chrome River EXPENSE: Quick-Start Guide 5. 6. When you have finished reviewing the expense, click SUBMIT to pass the approved expense line items on. Clicking RETURN ALL will send the entire expense report back to its owner. You will be required to provide an explanation and click SUBMIT again. APPROVE OR RETURN BY EMAIL Chrome River will email you expenses that require your approval. You can only approve or return them with notes via this method—any adjustments must be made in Chrome River online. Forwarding the email to [email protected] is equivalent to clicking SUBMIT in Chrome River EXPENSE online. Forwarding the email to [email protected] is equivalent to clicking RETURN ALL in Chrome River EXPENSE online. If you receive approval emails in HTML format, you can approve or return expenses by clicking the green ACCEPT button or the red RETURN button in the email itself. Chrome River Technologies █ 1.888.781.0088 █ [email protected] █ www.chromeriver.com pg. 10
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